Office Administrator

August 15, 2023

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affordable housing • resident services • community development • property management • housing

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Description

• Assist Broker and select agents with day to day tasks as needed. • Answer incoming calls, manage office email and communication promptly. • Build and maintain monthly floor schedule. • Data entry for internal CRM and assist in conversion to paperless. • Maintain listing showing instruction manual. • Maintain client database (CRM) and communicate with customers, other agents, and service providers throughout the closing process. • Open houses/broker events, schedule inspections, signings, appraisals, and service provider appointments. • Provide support to agents and brokers during the sales process, including preparing documents, scheduling appointments, and sending emails. • Schedule, meet, schedule, and prepare payment for strategic partners (photographers, inspectors, appraisers, etc.). • Create saved searches and Buyer/Seller drip campaigns. • Coordinate resources and info for Buyers/Sellers. • Fill in MLS info/forms for new Listings and Sold Comps. • Pull public documents and records needed for transaction files. • Oversee the process from purchase agreement to closing, including documentation, deadlines, and communication between parties. • Create, update, and review real estate contracts. • Create new systems and document systems/processes to create team operations manual. • Prepare weekly client status updates for buyers and sellers. • Coordinate Thank You’s, closing gifts, donations. • Exchange accurate information to all parties in transaction. • Can operate a computer and other office productivity machinery, such as a computer, copy machine, printer, scanner, and fax machine. • Manage meeting invitations, order refreshments, coordinate and lead monthly office meetings and IT needs. • Manage office supply inventory and order new items accordingly. • Assist with special projects as needed. • Must be proficient in Microsoft Office, Excel, Word, and PowerPoint. • Maintain copy machine and office computers in the office work area. • Maintain a marketing database. • Manage all digital marketing, social media strategy, content creation, and distribution. • Create and schedule email marketing campaigns (using provided templates). • Create and send direct mail campaigns (using provided templates). • Must be digitally savvy with online databases, website navigation, and have an aptitude for technology. • Produce listing marketing materials (printed collateral, websites, etc.).

Requirements

• Professional appearance and communication is a must. • Real Estate Industry Experience Required. • Excellent organizational skills to work independently and manage projects with many moving parts. • High School Diploma Required with minimum 4-year experience in a similar field and/or bachelor’s degree in related field. • Social Media management experience. • Proficient in Microsoft Products. • Experience in Adobe Products. • Marketing background. • Excellent communication skills (written and oral). • Must be a team player and self-motivated individual who will find solutions and act. • Candidates must be detail-oriented with a focus on customer service. • Professional References Required.